Openings at The South African Weather Service (SAWS)

Key Performance Areas: 

Administrative Support to the CEO 

• Manages the Executive’s diary and schedules meetings in line with the CEO’S availability. 
• Manage the office in the absence of the Executive 
• Deal with stakeholder queries and complaints and where applicable, re-assign them to the relevant division 
• Provide proper and timeous customer and stakeholder feedback. 
• Coordinate performance management for CEOs direct reports. 
• Coordinate the CEOs Performance Assessment by compiling POE in consultation with internal stakeholders. 

Meeting Coordination and Hosting Secretarial support to Executive and Management Committees 

• Schedule monthly, quarterly and ad-hoc Executive and Management committee meetings 
• Drafts meeting agendas and ensures the timeous distribution of meeting packs 
• Preparing reports, minutes, presentations, Board packs and correspondence accurately and swiftly 
• Accurate minute-taking and timeous distribution of the minutes and matters arising from meetings 
• Keeps record of resolutions and follows up on action items from meetings to ensure completion within stipulated deadlines 
• Organising the requisite refreshments/catering for meetings, where necessary. 

Office Support 

• Managing the CEO’s inbox, screening all correspondence and actioning them where appropriate and where relevant. Ensures that the CEO actions the items that need his attention timeously and providing reminders 
• Co-ordinate all correspondence to be submitted to and from the office of the CEO. 
• Answering and screening telephone calls and where applicable, forwarding these to the relevant employees for actioning 
• Accurate record keeping and filing of all documents 
• Ensuring that classified and confidential documents are kept safely 
• Typing and quality control of official correspondence, including letters, memorandums, power point presentations and general correspondence for internal and external purposes 
• Coordinates logistical arrangements for the Executive in line with procurement processes 
• Develops a database of contacts and updates same regularly to ensure current information
• Management of payments from the office including creation of requisitions and budgeting 
• Professional reception of the executive’s visitors and all ancillary arrangements. 
• Ad hoc duties and assignments as required by the Chief Executive Officer. 

Travel Arrangements 

• Manage the CEO’s (or any other team members) international and domestic travelling arrangements, including – passport application, flights, accommodation, car hire/shuttle services, itinerary and where applicable visa applications, and so forth. 
• Assist with the processing and submission of travel claims upon the Executive’s return. 
• Administer subsistence and travelling claims for the CEO. 

Stakeholder Management 

• Act as the point of contact among executives, employees, clients, and other external partners 
• Coordinate the function’s compliance and annual submissions e.g., Declarations of Interest, requests from auditors, performance agreements and assessments, APP reports, and so forth. 

Minimum Requirements and Attributes: 

• A relevant Administration or Secretarial qualification. 
• At least 5 years of relevant experience in an executive support role. 
• Understanding of corporate governance 
• Knowledge and experience related to Board submissions 

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Key Performance Areas: 

Governance and Compliance

• Providing the Board members with guidance to discharge their fiduciary duties and responsibilities in the best interest of the organisation.
• Ensure that the Board is aware of any new and relevant laws or any changes in the legislation that might affect the governance and compliance of the organisation.
• Ensuring compliance with the PFMA, SAWS Act and any other relevant legislation, as well as alignment with corporate governance guidelines and leading practices.
• Developing and reviewing Board-related policies and monitoring adherence with these and with the Delegation of Authority.
• Assisting the Chairperson of the Board and the Committees with the compilation of the annual Board and Committees calendar and work plans and ensure circulation of these to members.
• Responsible for providing timeous notice of Board meetings, preparing, and circulating agendas, consolidating, and disseminating Board pack presentations, maintaining attendance registers and minute taking.
• Communicating action items / resolutions from the Board and Committee meetings to the relevant stakeholders
• Facilitate, at least on an annual basis, the evaluation of the Board and Board Committees.
• Manage conflict of interest in relation to Board Members and be the custodian of the Code of Ethics policy approved by the Board.
• Maintain a gifts register for the SAWS Board and also for Employees and manage and report any conflict of interest relating to gifts received.
• Maintain the SAWS Sponsorship register in line with the Sponsorship Policy and manage and report any conflict of interest relating from sponsorships.

Advisory Services

• Remain the source of advice to the Board and within the company on matters of ethics, good governance as well as legislative, constitutional, administrative and leading practice issues.
• Remain vigilant and ensure that the Board is acting in the best interest of the organisation and executing their fiduciary duties with due care as well as provide advice on mitigating actions.
• Support EXCO and Board with accounting processes such as audit queries, PFMA requirements and reporting on the Regulator’s activities and budget reviews relating to the Company Secretariat division. 

Document Management

• Maintaining statutory registers, minutes, resolutions and all records associated with the functions of the Board and Board Committees including the Declarations of Interest and/or any other regulatory obligations in terms of the PFMA and any other applicable legislation.
• Safe keeping and filing of Board resolutions sequentially and ensure accurate reflection and correspondence to the minutes.
• Ensure that each Committee chairperson has a report to be tabled to a Board meeting subsequent to the committee meeting, to facilitate proper engagement by the Board.

Stakeholder Engagement

• Ensure that the Board members receive information required to make informed and effective decisions.
• Be the point of contact between the shareholder and the Board, through the Chairperson of the Board.
• Facilitating the Board’s induction and continuous development
• Ensuring that Board members are accordingly reimbursed for SAWS-related activities
• Effectively lead and manage the Company Secretariat division by maintaining a motivated team that delivers on their Key Performance Areas.
• Create and maintain a culture of performance.

Required Minimum Education/Training:

• Chartered Secretary (NQF 8) as accredited by the Chartered Governance Institute of Southern Africa (CGISA) – This requirement is not negotiable.
• Relevant Bachelor’s Degree in Law, Corporate Governance or any relevant B Degree (NQF 7)
• Post graduate qualification will be an advantage
• Training in corporate governance, compliance, legal or business administration will be an added advantage

 
Required Minimum Work Experience:

• 5 years' minimum relevant experience in a Company Secretary role – This requirement is not negotiable.
• At least five years’ experience in a Public Entity
• At least 3 years’ management experience
• Sound knowledge of corporate governance
• Experience in managing board and committee meetings as well as shareholder meetings in line with governance practices with reference to amongst others, giving notice of meetings, administration of meetings, pack presentation and dissemination, maintaining attendance and declaration of interest registers, minute taking and feedback processes.